Managing appointments

Appointments is where the front desk lives. Every booking your clinic takes — from the website, from the patient app, or typed in by you — lands on this screen as a card, and every decision you make about it (approve, reassign, reschedule, cancel) is made from that card. Each decision also sends the patient a message, so it is worth knowing exactly what each button does before you click it.

The list

The header shows a running count — {N} total • {M} loaded — and the New Appointment button. Below it, one card per booking: the patient's name, the service, the APPT-00000 id, a status pill, a type badge (Chronic, Follow-up or Acute), a Video badge for teleconsultations, the date and time, the doctor (or No doctor assigned), and the patient's email and phone.

Enlarge

Cards load 10 at a time. Scroll to the bottom and the next ten load themselves; when there is nothing left you see You've seen all appointments.

Finding a booking

Type into Search by name, email, or phone... to search across the whole clinic — not just the cards currently on screen. It matches the name, email and phone stored on the booking itself, so a patient who was booked under a misspelt name is found by their phone number.

Status

All Status, Pending, Approved, In Progress, Completed, Rescheduled, Cancelled, Rejected.

Mode

All Modes, In-Person, Teleconsultation. Use it to pull up the day's video calls before you check the connections.

Type

All Types, Chronic, Follow-up, Acute.

Sort

Sort by Date, Sort by Name, Sort by Status or Sort by Created (the default), with an arrow beside it that flips between ascending and descending.

The status lifecycle

A booking moves from Pending to Approved the moment a doctor is attached to it, and to Completed when the doctor finishes writing it up. Everything else is a branch off that line.

Creating an appointment

Click New Appointment (top right) to open Create New Appointment. The first decision is the toggle at the top: Existing Patient or New Patient.

1. 1

   For someone already on your books, click Existing Patient.

   Type at least two characters into Search Patient — name, email or phone. Pick them from the dropdown and a green Selected Patient panel confirms the choice; Change clears it and lets you search again. Their name, email and phone are filled in for you.

2. 2

   For a first-timer, click New Patient and fill in Patient Name, Email and Phone.

   All three are required. Leave Create patient account on to give them a login for the patient portal; switch it off to book the visit and nothing more.

3. 3

   Set the Date and Time.

   The date cannot be in the past. Times are your clinic's local (IST) times.

4. 4

   Choose the Service.

   General Consultation (the default), Follow-up, Homeopathy Consultation or Wellness Check.

5. 5

   Optionally choose a doctor under Assign Doctor (Optional).

   Leave it on -- Leave Pending -- to triage it later.

6. 6

   Add Notes / Reason for Visit if the patient told you why they are coming.

   The doctor sees this before the consultation, and it goes into the assignment email.

7. 7

   Pick the Consultation Mode — In-Person or Video Call.

8. 8

   Click Create Appointment.

   A toast tells you which patient record was used: an existing patient, or a new account that was just created.

Approving a pending request

Approving and assigning a doctor are one and the same action — a booking becomes Approved by having a doctor attached to it.

1. 1

   On a Pending card, click the green tick — Approve & Assign Doctor.

   Or open View Details and click Approve & Assign.

2. 2

   In Assign Doctor & Approve, check the patient, date, service and mode summary, then pick someone under Select Doctor.

   The dropdown lists each doctor with their specialization.

3. 3

   Click Assign & Approve.

   The status flips to Approved, the patient is emailed and messaged, and the doctor is emailed, notified in the app and pushed to their phone.

Reassigning, rescheduling and cancelling

The three icons in the footer of an Approved or Rescheduled card do all the day-to-day work. The same three actions are spelled out as buttons inside View Details, if you prefer words to icons.

1. 1

   Reassign Doctor (the two-arrows icon) — swap the doctor.

   Pick a different name under Select Doctor and click Reassign Doctor. The patient is re-confirmed and the incoming doctor is told about their new patient.

2. 2

   Reschedule (the circular-arrows icon) — move the booking.

   Set New Date and New Time. Change Doctor (Optional) starts on the current doctor; leave it alone to keep them. Click Reschedule. The patient gets an email and a WhatsApp showing the old slot and the new one, and their reminders are re-scheduled around the new time.

3. 3

   Cancel (the red X) — call it off.

   Type a Cancellation Reason — it is required — and click Confirm Cancel. Go Back leaves the booking untouched.

When a patient asks to reschedule

From the patient portal a patient can hit Reschedule on a pending, approved or rescheduled booking and ask you to move it. They either name a specific date and time, or give a flexible window — a date range plus a preferred part of the day (morning, afternoon, evening or any) — and a reason. See Booking and managing appointments.

1. 1

   You get an email.

   Every active admin at the clinic is emailed when a request comes in, with the patient's name, the current slot, what they are asking for, and their reason. There is no request queue in the admin portal — the email is the alert.

2. 2

   Find the booking on this screen and click Reschedule.

   Set the New Date and New Time the patient asked for, or the nearest slot you can offer.

3. 3

   Confirm.

   The patient gets the standard reschedule email and WhatsApp showing the old and new times, so they know their request was acted on.

Reading the case sheet

Once a consultation is written up, the card's footer offers Case Sheet. Click it to open Case Sheet — {patient} without leaving the list. It is a read-only view of what the doctor recorded — you cannot edit clinical notes from the admin portal.

• Patient Information — name, age and sex, contact details.
• Chief Complaints, with Onset, Duration, Location and Sensation.
• History — history of present illness, past medical history, family history.
• Vital Signs.
• Diagnosis — provisional and final.
• Treatment & Follow-up — the treatment plan and the follow-up instructions.
• Prescription — every medicine with its dosage, frequency, duration, quantity and instructions, plus the doctor's notes.

Export PDF opens Export Case Sheet, where you tick exactly which sections go into the file — Select All or pick your own, and the counter shows how many of the eleven sections are selected. The PDF carries your clinic's logo, name and theme colour from Clinic settings. Close just shuts the viewer.

If the visit has been billed, View Details also shows a View Invoice button that takes you straight to that invoice in Invoices.

What each action tells the patient

Nothing you do on this screen is silent, except leaving a booking Pending. This is what goes out.

Questions we get asked